Human Resources Generalist - Roanoke, United States - DePaul Community Resources

Description

Job Description

Job DescriptionLOCATION: ROANOKE/HOLLINS OFFICE

APPLICATION REQUIREMENTS:
Interested applicants must include a cover letter and resume.

JOB SUMMARY:
The HR Generalist is integral to the Human Resources Department and assists with hiring, retention, termination, compensation, benefits administration, auditing, and compliance processes. This position ensures the proper and consistent application of employment practices and HR procedures approved by management and provides consultation and direction to supervisors as needed. The HR Generalist assists with complex duties such as administering compensation and benefits, recruiting, organizational development, regulatory compliance and reporting, maintaining HRIS (human information system) and LMS (learning management system), managing employee records, and generating reports. The HR Generalist is the point person for program-specific regulatory compliance regarding employee credentialing and is responsible for notifying the Director of Human Resources and applicable Program Directors and Executives of observations, concerns, and non-compliance. The distribution of time dedicated to various human resources functions may fluctuate.

SUPERVISION RECEIVED AND EXERCISED:
The Human Resources Generalist will report directly to the Director of Human Resources.

ESSENTIAL FUNCTIONS AND DUTIES:
This list is not an exhaustive & all-inclusive list of job responsibilities. The distribution of time allotted for any function or duty is subject to change with or without notice. Nothing in this job description restricts management's right to assign other responsibilities to this job or reassign them elsewhere at any time.

Recruitment

• Assist in maintaining the applicant tracking system, including posting all open positions and guiding managers and applicants through the hiring process
• Consult with Program Directors to ensure job descriptions are current before posting and notify the HR Director if revisions are requested
• Assist with screening applicants based on prerequisite requirements identified in the job description
• Upload applicants to APS from third-party job boards
• Assist in creating and maintaining interview questions and evaluation criteria such as knowledge, skills, abilities, and experience applicable to interview questions
• Participate in interviews as assigned
• Archive interview questions, evaluation criteria, and notes on the designated network drive and folder
• Coordinate the onboarding process for all new hires, including receiving and reviewing all pre-hire paperwork from all service locations, ensuring credentialing and regulatory compliance with follow-up as necessary
• Ensure whenever possible that all applicant exercises and tests are vetted through the HR Director or applicable Executive before being implemented in the interview process

Training & Development

• Enter, update, and term employees from TalentLMS
• Assist in creating HR & Payroll policies and practices training
• Upload training content to TalentLMS and assign training to appropriate parties with due dates
• Track completion of assigned training and notify supervisors and Directors of non-compliance
• Assist with creating or editing training content using software such as Camtasia, PowerPoint, TalentLMS
• Research with EAP or other vendors out-of-box and customized training available and associated cost as assigned

Human Resource Information Systems - HRIS

• Create and maintain employee records and HRIS/Payroll system, ensuring completion and accuracy of details such as requisitions, employee status forms, employee contact information, job classification, pay rates/scale, headcount/census reports, organizational structure, and staffing changes, resignations, FML, and extended leaves of absence
• Enter, update, and term employees from APS (Automated Payroll Systems)
• Maintain organizational and location charts and benefits page in SharePoint and ensure timely and accurate updates
• Maintain HR folders in SharePoint and network drive; ensure current forms are saved to the proper location; archive documents and files where appropriate in an accurate and timely manner

Compensation & Benefits

• Assist employees with benefit questions and provide planning and support during Open Enrollment and throughout the plan year
• Enter, update, and terminate employee benefits by submitting appropriate forms or updating in vendors' online platform and APS in a timely manner
• Conducts new employee benefit orientations, processes benefits enrollment online in HRIS and vendor portals, applies applicable deductions, and ensures required forms are completed and filed accurately as appropriate
• Inform employees on benefits matters regarding eligibility, coverage, and provisions or directs employees to appropriate contact(s) for follow-up
• Assist in processing and tracking claims such as workers' compensation, short-term disability, and long-term disability
• Maintain minimum and maximum pay rate spreadsheet by position, including FTE count
• Create, maintain, and submit employee changes/status reports for directors and executives each pay period
• Collaborate with the Finance Department in payroll processes regarding benefits enrollment and corresponding deductions, payroll audit; works with HRIS/Payroll SaaS and benefits vendors in system updates, reporting, mass payroll changes, 403b adjustments, and data management

Compliance & Reporting

• Process monthly reviews, including,
  • Performance evaluations due,
  • Criminal background check renewals
  • Enter all employees in the Exclusion (OIG LEIE) database
  • Update the Virginia Alert System (DMV) and alert/messaging system with new hires, separations, and changes to employee contact information
• Complete audits of files as requested to ensure compliance with licensing requirements
• Provide customized reports from the HRIS/Payroll system as requested and complete annual compliance reporting such as DMV audits, ACA, EEO, OSHA, DOLI & BLS annual reporting and surveys. Collaborates with payroll as needed regarding ACA eligibility tracking and reporting
• Ensure hard copies of personnel files are up-to-date and secure and file personnel documentation promptly

KNOWLEDGE, SKILLS, ABILITIES & OTHER CHARACTERISTICS REQUIRED:
Knowledge, skills, abilities, and other characteristics or KSAOs are attributes needed to perform a job demonstrated through qualifying training, education, and experience. This list is not an exhaustive & all-inclusive list of all KSAOs for this job.

Knowledge of:

• Office and records administration techniques and procedures
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
• Microsoft Office Word, Excel, PowerPoint, Outlook, SharePoint, Teams, and virtual meeting applications such as Zoom, WebEx, Google Meet
• DePaul's policies, procedures, and standard practices and the rules and guidelines established by regulatory and governing agencies
• Relevant policies, procedures, and strategies to promote the safety and protection of people, data, and property
• Methodologies and resources used to assess the needs of the listener or audience to share information or engage in ongoing communication
• Policies, procedures, and guidelines established by professional organizations and governing agencies
• Records administration and maintenance techniques and procedures

Skill/Ability to:

• Demonstrate the use of interpersonal and verbal skills to defuse emotional situations, calm upset individuals, allay fears, and lessen confusion
• Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and not interrupt at inappropriate times
• Demonstrate verbal and written communication and body language that conveys information, ideas, or inquiries effectively and concisely that purveys professional composure, emotional intelligence, thoughtfulness, patience, and respect amidst change, ambiguity, and within the daily trajectories of work
• Demonstrate the use of logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
• Complete assignments accurately and with attention to detail
• Collect, research, analyze, and organize technical data
• Manage multiple priorities and complete assignments on time, accurately, and with attention to detail, and ensure a high-quality work product
• Develop and maintain professional working relationships and appropriate boundaries with employees, management, community partners, and business associates, and work collaboratively in a team environment and build strategic relationships
• Make arithmetical computations and tabulations
• Read and understand information and ideas presented in writing
• Operate a personal computer with a general understanding of MS Office Suite, spreadsheets, databases, word processing, email, internet, and online meeting software
• Operate standard office equipment such as telephone, calculator, printer, scanner, cellular phone, tablet, computer, postage machine, shredder
• and department or program-specific software
• Analyze and prepare concise and accurate documents, reports, and correspondence
• Effectively market the programs and services of the department
• Effectively give public presentations with concise and accurate information crafted for the particular audience
• Train others
• Accurately prepare and maintain records, files, and reports
• Review work for accuracy
• Exercise sound judgment and critical thinking in decision-making and solving various work-related situations
• Learn and adhere to policies, procedures, and guidelines established by DePaul, professional organizations, governing agencies, and local laws, statutes, regulations, codes, and standards related to the area of responsibility
• Assist with the general upkeep and cleaning of office areas and agency vehicles

Other Characteristics:

• Demonstrate self-awareness, ongoing self-evaluation, and a commitment to being part of a diverse, equitable, respectful, and inclusive workplace where all people are valued
• Demonstrate professional composure in difficult and stressful situations
• Demonstrate the FIRST (fairness, integrity, respect, safety, trust) values in the daily trajectories of work
• Demonstrate professionalism regarding access to sensitive and confidential information related to employees, clients, and business records with no disclosure to others without needing to know.

MINIMUM REQUIREMENTS TO APPLY:
A Bachelor's degree in business management, human resources, or related business field and two years of related experience, human services/social services sector experience desired. A comparable combination of education and experience, particularly in the social services sector, may be considered.

WORK ENVIRONMENT:
The work environment characteristics described herein represent those an employee encounters while performing the position's essential functions. The employee regularly works in an office environment and occasionally in the field. Due to the nature of the work, the incumbent may be exposed to situations of a highly emotional nature; incumbents are expected to use verbal skills to resolve interpersonal situations to achieve desired results independently. Work is generally completed regularly during weekdays; however, daily work hours may vary. Completion of job duties outside of normally scheduled hours may be required. Work is subject to frequent interruptions, and noise levels are varied based on the work locations.

PHYSICAL REQUIREMENTS:
The physical demands described herein are representative of those that an employee in this position must meet, with or without reasonable accommodations, to perform the essential functions successfully. Physical activities required are finger dexterity necessary to operate equipment used in the position, effective communication and seeing or hearing verbal cues. Walking for up to one-third of the time, sitting two-thirds or more of the time, standing for up to one-third of the time, bending from one-third to two-thirds of the time, stooping for up to one-third of the time, lifting/pushing/pulling no more than ten pounds are required. When accessing various locations, the incumbent must climb stairs and ramps. This position requires driving approximately ten percent of the employee's working time to various locations. Public transportation may not be available. Individuals needing reasonable accommodations should speak with their immediate supervisor/hiring manager.

SPECIAL REQUIREMENTS AND QUALIFICATIONS:
After a conditional job offer, the following may be required: current DMV driving record with results that comply with insurer guidelines; drug and alcohol screening with satisfactory results stipulated by applicable governing, funding, or regulatory agencies; criminal and child protective services background report. The applicant shall not have been convicted of any barrier crime(s) on the criminal background report. The applicant will have no founded disposition of child abuse or neglect as documented by the Child Protective Services background report.

NOTE:
This description provides information regarding the essential functions of the designated job and the general nature and level of work associated with the job. It should not be interpreted to describe all the duties whose performance may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.

Compensation depends on qualifications and experience.

DePaul is committed to diversity, equity, and inclusion and is an Equal Opportunity Employer.
E-Verify Participant.